Software Specification — Basis for Development

What Is a Specification Sheet?

A specification sheet is a technical document that describes Like the requirements from the specifications (or directly from the customer) should be implemented. It serves as Contract between customer and development team and describes details the functions, processes, interfaces and framework conditions the software to be developed.

Why Is a Specification Important?

A good specification...

• creates Transparency and trust,
• defines clear expectations,
• serves as Planning and control tool during the course of the project,
• helps Cost and time frame to calculate realistically
• is the basis for the later Acceptance of the software.

Specification Sheet vs. Specification Sheet: What Is the Difference?

In practice, the terms are specification sheet and functional specification often used synonymously — these are two clearly differentiated documents in the software development process.

• that specification sheet describes what should provide software — it usually comes from the client and represents the requirements from a technical point of view. It contains objectives, framework conditions and the desired range of functions without going into technical implementation.
• that functional specification On the other hand, describes like These requirements should be implemented technically — it is usually created by the development partner and forms the basis for the actual implementation.

A structured Preparation of specifications It is therefore ideal to start with a clearly formulated specification. If no specification is available, a joint analysis phase at the start of the project can also help define requirements and goals. In both cases, this is Specification in software development the central link between idea and implementation.

Software Specification Example: This Is What It Could Look Like

Especially at the beginning of a project, it is difficult for many to imagine what a complete specification looks like in practice. A well-structured sample of software specifications can help you get a better sense of scope, language and level of detail.

A typical specification sheet for a software solution includes, for example:

• A detailed description of user roles and their permissions
• Specific processes such as login, data maintenance or automatic notifications
• Performance and availability requirements
• Technical interfaces to existing systems
• Data storage and data protection rules

We provide support with specific examples

If you are currently faced with the task of creating a specification for a software project, we would be happy to provide you with Practical examples available. These can serve as a template and can be individually adapted to your requirements. This saves you time — and ensures that nothing is forgotten.

Functional Specification Structure: Contents at a Glance

Depending on the size of the project and industry, the scope may vary — but the following elements should be completed in one Functional specification structure include:

1. Introduction

• Objective of the document
• Project name
• Involved parties
• version history

2. Initial situation

• Description of the current situation
• Problems or optimization potential

3. Objectives of the software

• What is to be achieved?
• Which business or technical goals are in the foreground?

4. Functional requirements

• Description of desired features
• Use cases or user stories
• Example: “Users can register and log in.

5. Non-functional requirements

• performance requirements
• safety requirements
• scalability
• Data protection

6. System architecture & technologies

• Description of the planned system environment
• Which frameworks, programming languages, databases, etc. are used?

7. User interfaces (UI/UX)

• First mockups or wireframes
• Operating concepts and layout requirements

8. Interfaces to other systems

• External APIs or Existing Systems
• Data import/export

9. Test concept & acceptance criteria

• How is testing carried out?
• What criteria must be met for the project to be considered successful?

10. Timetable & Milestones

• Project phases
• Important dates
• dependencies

11. Open points/ risks

• Aspects still to be clarified
• Technical or organizational risks

Practical Tips

✅ Create in close coordination: Get specialist departments, developers and stakeholders on board early on.
✅ Use clear language: Avoid technical jargon or unclear wording.
✅ visualize: Diagrams, tables, or mockups make requirements more tangible.
✅ Documenting changes: Versioning and change logs avoid chaos.
✅ Stay realistic: Not everything has to be perfect “from the start” — it's better to prioritize gradually.

Rights of Use and Source Code for Custom Software

When developing custom software Not only technical requirements but also legal aspects should be taken into account in the specifications. Two important points here are Rights of use of custom software as well as the Source code release.

Individual Software Usage Rights

It should already be clearly stated in the specification which Rights of use the client receives the software. Are these simple rights of use (e.g. for internal use), or does the customer receive exclusive rights that are unlimited in time and space? The question of whether transfer or commercial use is permitted should also be answered unequivocally.

Release of Custom Software Source Code

Another key point is the Release of the source code of the custom software. By default, the source code often remains with the service provider, unless otherwise agreed by contract. Anyone planning long-term independence or maintenance by third parties should record the transfer of the source code in the specifications at an early stage. It is also recommended to include regulations on documentation, libraries used and the build environment.

Conclusion

A specification is much more than a bureaucratic document. It is The foundation of every successful software development.If you take the time to work carefully, you save a lot of effort, misunderstandings — and ultimately money.

Are you planning a software project?
We would be happy to assist you in preparing a professional specification — just contact us.

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